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TIME MANAGEMENT
Lt Col (R) Jamshed Mukhtar Khan
MIBF, MBA

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سُورَةُُ العَصر
Surah Al-Asr
In the name of Allah, the Beneficent, the
Merciful
By (the Token of) time (through the Ages)
(1) Verily Man is in loss
(2) Except such as have Faith, and do
righteous deeds, and
(3) (join together) in the mutual teaching of
Truth, and of Patience and Constancy.
Chapter 103 AL-QURAN

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بِسۡمِ ٱُللهِ ٱُلرَّحۡمَ ـُنِ ٱُلرَّحِيمُِ

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TIME MANAGEMENT
ITS IMPORTANCE

INTRODUCTION
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SCHEME OF PRESENTATION
• TYPES OF TIME
• TIME MANAGEMENT- MEANING & ITS
IMPORTANCE
PART I
• TIME MANAGEMENT- STRATEGY
• TIME HICCUPS PART II
• MANAGE YOUR TIME EFFECTIVELY
• TIME MANAGEMENT TIPS & TECHNIQUES
• TIME MANAGEMENT TOOLS
PART III
• Q&A SESSION
• CONCLUSION PART IV

What is Time Management ?
To managing time effectively so that the right time is
allocated to the right activity
Effective time management allows individuals to assign
specific time slots to activities as per their importance
Time Management refers to making the best use of time
as time is always limited
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TIME MANAGEMENT
PART I

LINEAR TIME
CIRCULAR TIME
LINO-CIRCULAR TIME
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TYPES OF TIME

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TYPES OF TIME
LINEAR TIME
P
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D
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N
Y
E
A
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S
TIME – HRS / DAYS / MONTHS

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TYPES OF TIME
CIRCULAR TIME
P
E
R
I
O
D
I
N
Y
E
A
R
S
TIME – HRS / DAYS / MONTHS

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TYPES OF TIME
LINO-CIRCULAR TIME
P
E
R
I
O
D
I
N
Y
E
A
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TIME – HRS / DAYS / MONTHS

Procrastination / Careless Attitude
No Change Policy/No Desire to Put an Extra Effort
View Problem with less attention/Tunnel vision
Intelligent but not Hard worker
Poor or No Time Management
Work Station Un-Tidy
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PERSONALITY TRAITS
C-TIMER

Prudent Observer/ Act wisely
Smart Worker/Identifies Problem Ahead
Broad Vision/Excellent Time Management
Planner & Organizer
Focus on Next target
Work station Tidy (Well Organized)
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PERSONALITY TRAITS
LC-TIMER

Effective Planning
Setting Goals and Objectives
Setting Deadlines
Delegation of Responsibilities
Prioritizing Activities as per their Importance
Spending the Right Time on the Right Activity
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TIME MANAGEMENT

Plan your day well in advance
Prepare a To Do List or a “TASK PLAN”. Jot down the important activities that
need to be done in a single day against the time that should be allocated to
each activity
High Priority work should come on top followed by those which do not need
much of your importance at the moment
Complete pending tasks one by one. Do not begin fresh work unless you have
finished your previous task
Tick the ones you have already completed. Ensure you finish the tasks within
the stipulated time frame
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Cont: Part I
TIME MANAGEMENT
Effective Planning

Working without goals and targets in an
organization would be similar to a situation where
the captain of the ship loses his way in the sea
Yes! you would be lost
Set targets for yourself and make sure they are
realistic ones and achievable.
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Cont: Part I
TIME MANAGEMENT
Setting Goals and Objectives

Set deadlines for yourself and strive hard to complete tasks ahead of the
deadlines
Do not wait for your superiors to ask you every time
Learn to take ownership of work
One person who can best set the deadlines is you yourself
Ask yourself how much time needs to be devoted to a particular task and for
how many days
Use a planner to mark the important dates against the set deadlines
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Cont: Part I
TIME MANAGEMENT
Setting Deadlines

Learn to say “NO” at workplace. Don’t do everything on your own
There are other people as well
One should not accept something which he/she knows is difficult for
him/her
The roles and responsibilities must be delegated as per interest and
specialization of employees for them to finish tasks within deadlines
A person who does not have knowledge about something needs more
time than someone who knows the work well
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Cont: Part I
TIME MANAGEMENT
Delegation of Responsibilities

Prioritize the tasks as per their importance and
urgency
Know the difference between important and urgent
work
Identify which tasks should be done within a day,
which all should be done within a month and so on
Tasks which are most important should be done
earlier
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Cont: Part I
TIME MANAGEMENT
Prioritizing Tasks

Develop the habit of doing the right thing at the right time
Work done at the wrong time is not of much use
Don’t waste a complete day on something which can be done in an
hour or so
Also keep some time separate for your personal calls or checking
updates outlook or KESC intranet
After all human being is not a machine
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Cont: Part I
TIME MANAGEMENT
Spending the right time on right activity

Activity
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TIME MANAGEMENT
PART II
• EVENT CONTROL
• PRODUCTIVITY
• SELF ESTEEM
• PLANNING AND ORGANIZING
STRATEGY
TIME HICCUPS

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TIME MANAGEMENT
STATEGY
Management Through Sorting
• MONTHLY
MEETINGS
• PROGRESS
ACTIVITY
• PROGRESS
REPORTS
• MANAGEMENT
DECISIONS
• ROUTINE WORK
PAST
• MONTHLY
MEETINGS
• PROGRESS
ACTIVITY
• PROGRESS
REPORTS
• MANAGEMENT
DECISIONS
• ROUTINE WORK
FUTURE
• PROGRESS
ACTIVITY
• PROGRESS
REPORTS
• ROUTINE
WORK
PRESENT

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TIME MANAGEMENT
STRATEGY
Cont: Part II
Event Control
Affects Productivity
Influenced by Goals, Goal Settings, Time
Management Skills and Time Management
Habits
Influences our Ability to Manage Time

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TIME MANAGEMENT
STRATEGY
Cont: Part II
Productivity
When we Feel our Day has been Productive
Our Self Esteem and Attitude Tend to be Higher
Our Level of Confidence Increases and
Frustration as well as Stress is Lower
These may Include Upgrading Facilities to Improve
Work Environment, Changing Routines or Eliminating
Unnecessary Tasks

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TIME MANAGEMENT
STRATEGY
Cont: Part II
Self Esteem
Higher Self Esteem & Good Attitude
Energy & Developing Confidence
• Non Critical
• Non Confrontational Manner
Things to Improve
Self Esteem in Others
Good Event Control increases Positive Impact on our
Self Esteem

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TIME MANAGEMENT
STRATEGY
Cont: Part II
Planning
Planning & Organizing
Problem Identification
Decision Making
Establishing Long & Short Term Goals
Mapping Out the Tactics

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TIME MANAGEMENT
STRATEGY
Cont: Part II
Organizing
Planning & Organizing
Organization Chart
Staff Function
Job Description
Daily Routines
SOPs
Design in Work Area

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TIME MANAGEMENT
STRATEGY
Cont: Part II
Time Hiccups
Procrastination
Multi-tasking
Spending Time on Tasks That Don't Produce Income
Lack of Planning
Handling Things More Than Once
Disorganization
Lack of Balance in Your Life

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Hiccups
Vs
Problems

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TIME MANAGEMENT
STRATEGY
Part III
Manage Your Time Effectively
Time Management Tips & Techniques
Time Management Tools

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TIME MANAGEMENT
STRATEGY
Cont: Part III
Time Management Tips & Techniques
Hierarchy of Needs
Pareto Analysis
Business Needs
Personal Needs

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TIME MANAGEMENT
STRATEGY
Cont: Part III
Time Management Tools
Needs Vs Wants
Calendars
Using Lists
Prioritizing
Breaking Down Tasks

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TIME MANAGEMENT
STRATEGY
Cont: Part III
Using Lists Advantages
Focus your Mind on Important Objectives
You are Less Likely to Forget to do Tasks
Writing your List Order your Thoughts
It Helps Show the Bigger Picture
You do not need to Hold Everything in Your Head
It Saves Time
It Helps you decide on Priorities: The most Important and the Most Urgent
You are Less Likely to become Side Tracked
You Feel more in Control
You Have a Record of What you have done

Q & A
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THANK YOU
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